Attachment 1 - Revised Statement of Objectives.pdf

Statement of Objectives

Keesler AFB (KAFB)

81 FSS/FSPP (Student Personnel Center)

Digital Student Processing Platform for Student Assignments

CAO 4 June 2025

1. Background: Our organization trains 7k military students annually and manages in/out-processing tasks related to personnel tracking, training certifications, and assignment preparations. The current in/out-processing is a paper-based manual process, leading to delays and administrative burden. An automated, digital solution is required to improve efficiency, accuracy, and security.

2. Objective: The desire is for a turnkey solution that can be rapidly configured. The vendor shall configure a digital platform with profile-based in/out-processing checklists that include relocation requirements while enabling communication/collaboration for process stakeholders and a dashboard allowing transparency for leadership. The platform must exist within the Air Force Network’s (AFNet’s) Microsoft Office 365 site collection and be capable of configuration to user needs or already have DoD Authority To Operate (ATO) inside of the AFNet. The platform must meet DoD cybersecurity standards. Although the platform does not currently require integration with military personnel systems it is desired to allow possible scalability in the future.

3. Scope: The contractor shall configure a fully functional web application in accordance with the requirements outlined in this SOO. The scope includes the configuration, deployment, training, and maintenance of the platform, as well as future scalability to accommodate policy and program changes.

4. Requirements: Create a platform that eliminates paper process for relocation while enabling a single communication tool for all agencies and customers involved. The web application must include the following capabilities:

4.1 Process Automation and Communication:

• Serve as a centralized electronic focal point for tracking in/out-processing activities.

• Streamline document routing and communication between all stakeholders by configuring pre-existing software.

• Replace multiple communication streams (e.g., email, Teams, phone calls) with a single, unified platform to eliminate gaps and single points of failure.

• Enable role-based user profiles with defined access and abilities for the following offices that are all internal to Keesler AFB:

o Student Personnel Center (SPC) Technicians [5 leads/15 technicians] o Military Training Leaders (MTL) [5 leads/50 technicians] o Students [7,000 annually] o Support agencies to include:

• Finance [2 leads/3 technicians]

• Traffic Management Office (TMO) [3 leads/5 technicians]

• Security Office [2 leads/3 technicians]

• Base Operation Medical Cell (BOMC) [2 leads/3 technicians]

• Dental Clinic [2 leads/3 technicians]

• Military and Family Readiness Center (M&FRC) [2 leads/3 technicians]

• Exceptional Family Member Program(EFMP) [2 leads/3 technicians]

• Wing Special Security Office (SSO) [2 leads/3 technicians]

• System is required to store student information up to 3 months following the student's Report No Later Than Date (RNLTD). A deletion process will be required for information that is older than this for students. System shall retain data trends for at least three years.

• System must be capable of handling 3,000 students active at a given time.

4.2 Dashboard and Reporting:

• Provide a built-in dashboard for leadership to track real-time customer status and progression along standardized timelines to allow transparency for leadership and process improvement opportunities.

• Automate trend data reports within the platform for weekly, monthly, quarterly, and annual periods to brief leadership on processing rate/success.

4.3 User Profiles

• Enable profile authentication to allow a student to connect with their tasks upon opening the tool [the method of authentication is open but Common Access Card (CAC) certificate (Public Key Infrastructure) or DOD Identitifcation numbers will be possessed by every user].

• All users will require CAC signature abilities.

• System shall handle structured and unstructured data, including scanned documents, while maintaining compliance with privacy regulations (Privacy Act of 1974) and current DoD security standards to include Personal Identifiable Information (PII) and Controlled Unclassified Information (CUI).

4.4 Student Profile and Electronic Relocation Folder:

Each student requires a profile with their identifiable information [name, rank, email, phone, squadron, Air Force Specialty Code (AFSC), Graduation Date] as well as an electronic relocation folder. The electronic relocation folder will be organized by “Tabs” that include all “Documents” required for the student to receive their follow-on assignment. Documents need to be fillable templates (full document listing below) that can be electronically signed using CAC certificates. Every student will require a unique combination of documents as each situation is case by case. Therefore, the student’s profile and relocation folder must allow editing to allow Student Personnel Center (SPC) technicians to add/subtract documents to the student’s folder (full document listing below). If a student’s identifiable information, assignment, or family situation changes the SPC technicians need the ability to add or subtract documents at any time. Each required task/document must include instructions, timelines, and priority status.

• Electronic Relocation folder requirements will include the following “Tabs” and

“Documents” under each tab.

• Column explanations:

o Type:

• “Doc attached” requires the official, properly formatted version of the document. The user should be able to print this document all while retaining the official formatting. These documents are printed as hardcopies to be sent with the member for verification at their gaining base.

• “Verification only” is not formatting dependent, a simple check box is sufficient o Source:

• “Template” requires the official documents to not only be attached with proper formatting, but it needs to be a fillable document, able to be opened, edited, and signed all while retaining the proper formatting.

• “Upload” is for documents that must be completed by outside websites/agencies, therefore they simply upload the finished version.

o Requirement:

• “Mandatory” items are for EVERY SINGLE student

• “Variable” means the item is dependent on the career field, family situation, and location of the next assignment.

Name Type Source Requirement

TAB 1

Basic Military Training (BMT) certificate Doc Attached Upload Variable need Air Force Form 522 Doc Attached Upload Variable need Department of Defense Form 1172 Doc Attached Upload Variable need Fitness score card Doc Attached Template Variable need Short-tour follow-on request Doc Attached Template Variable need Korea Incentive Pay (KAIP) Doc Attached Template Variable need Turkey Incentive Pay (TAIP) Doc Attached Template Variable need Air Force training certificate(s) Doc Attached Upload Variable need Air Force Form 965 Doc Attached Template Variable need Join spouse application Doc Attached Template Variable need

TAB 2

Quality Letters from Unit Doc Attached Template Variable need Overseas Leave memorandum Doc Attached Template Variable need

TAB 3

Assignment Report of Individual Personnel

(RIP)

Doc Attached Upload Mandatory

Change notice Doc Attached Upload Variable need Personnel Processing Code (PPC) Doc Attached Upload Variable need Air Force Form 330 Doc Attached Template Mandatory

TAB 4

Medical Doc Attached Upload Variable need

Dental Doc Attached Upload Variable need Immunization Letters Doc Attached Upload Variable need AF Form 422 Doc Attached Upload Variable need Quantitative Gas Mask Fit Test Doc Attached Template Variable need

TAB 5

Security clearance memo Doc Attached Template Variable need

TAB 6

Personnel Reliability Program (PRP) packages (Form 286)

Doc Attached Upload Variable need

Passport memorandum Doc Attached Template Variable need Polygraph memorandum Doc Attached Template Variable need Concurrent travel request Verification only Other: check box

Variable need

Retainability (Military Personnel Flight) Doc Attached Template Variable need Exceptional Family Member Program completed screener

Doc Attached Upload Variable need

• Electronic Relocation folders shall replace hardcopy checklists and streamline completion tracking for all involved agencies.

4.5 System Features and Expansion:

• The system must track deadlines and send warnings to customers/supporting agencies by af.mil email addresses when unmet deadlines are approaching.

• Allow electronic signatures using CAC certificates for required forms.

• Be adaptable for scalability based on potential increase in student volume.

5. Training:

The contractor shall conduct on-site training for up to 130 users over the course of 5 days.

Training sessions shall occur during normal duty hours (0800–1500 CST, Monday–Friday) and include the following:

• Operation of the software

• Operational processes

• System programming options

• Backup procedures.

The contractor shall provide operations manuals and training materials (“how to guide” and “troubleshooting guide” at a minimum).

6. Software Support:

For any option years, the contractor shall provide software support. Annual support shall cover licensing, software updates, and Helpdesk assistance. The Helpdesk shall be available for trouble shooting via phone call or instant messaging from 0700-1600 CST Monday through Friday to exclude all federal holidays.

7. Warranty:

The contractor shall provide a standard commercial warranty. Warranty services shall commence upon acceptance and include detailed written procedures for issue resolution.